This is the first in a series of posts about the Create Lists function in Sierra.
Create Lists allows you to find records to match specific criteria and extract information from Sierra in an Excel friendly format. Common uses of Create Lists include:
Find all books purchased for a particular department
Find books that haven’t been borrowed for several years, to identify suitable items to withdraw
Find items that have an in-transit status but are actually on the shelf
Understanding the Create Lists screen
In the main area of Create Lists there are 8 columns:
File> Name> Current Records> Max Records> Type> Status> Login> Created [date/time]
You can sort the list of review files by clicking on any of the column headings. Click a second time to reverse sort (e.g. reverse alphabetic or reverse date).
Sorting the list by Name is useful when you want to find an empty review file to use, as un-named (empty) files will be listed first.
If you have just created a review file, sort by Created[date/time] for a quick and easy way to find it. The most recently created review files will display at the bottom (or top if you use revserve sort) when sorted by Created date/time so just click the column heading and your file will be at the very bottom (or top if reverse sorted) of the list.
If you want to find all of the review files you have created, click the ‘Login’ column heading to sort by Sierra login. You can then scroll down to find all of your review files grouped together.
Sometimes the initials in the Login column are red. The red colour indicates that the file has been ‘owned’ by someone. This is a feature of Create Lists that allows you to lock a review file for your use. You might do this if one of your review files contains important information and could not be easily re-created. Owning the review file will prevent any other user from accidentally over-writing it. Owning a review file is also useful if you need to reserve one of the larger files for an important or urgent job and you want to ensure you have a sufficiently large review file available for your use.
Owned review files sort out of order to non-owned review files so sometimes you will need to scroll through the owned and non-owned files to find all the ones you have created.